1. Mailings

Pre- and post-meeting documents are made available in
machine-readable form to all PL22.11 and WG 14 members. All
documents are placed on the WG 14 web site, most made publicly
available, however some are not and are password protected. All
documents are made available in machine-readable format, in
accordance with the JTC 1 guidelines.

There is currently no process for getting paper copies of the
documents.

1.1 Mailing Dates

1.1.1 Pre-Meeting Documents Deadline

The deadline for providing to the WG 14 eCommittee Secretary all
documents for the pre-meeting collection is four weeks prior to the
meeting. The dates are published in the minutes.

The mailing itself will be made available at least three weeks
before the meeting date. By agreement, this will satisfy the
INCITS PL22.11 two week rule for giving members adequate
time to consider issues before the meeting.

1.1.2 Post-Meeting Documents Deadlines

Post-meeting documents must be submitted within four weeks of
the close of the meeting. The minutes and PL22.11 attendance for
the meeting must be submitted to the WG 14 eCommittee Secretary
within two weeks of the close of the meeting. This is to satisfy the
INCITS requirement to distribute minutes and record the
attendance.

2. Meetings

WG 14 and PL22.11 members interested in sponsoring meetings
should contact the WG 14 Convener.

2.1 Meeting Dates

Meetings are scheduled in the months of April and October.
Co-located WG 14 and PL22.11 meetings run Monday through Friday.
The Friday meeting is always concluded on or before Noon,
allowing participants to schedule their travel. (Calendar or
logistics problems sometimes dictate adjustments to these general
rules; in the text below Monday and Friday refer to
relative days of the meeting, not fixed days of the week.)

2.2 Meeting Sponsors and Locations

WG 14 meetings should have ISO/IEC JTC 1 national body sponsors
such as ANSI (US), BSI (UK), SCC (Canada), etc. PL22.11 meetings
require committee member sponsors such as Dinkumware, Sun
Microsystems, etc. Hence, co-located meetings should have two
sponsors for each meeting.

The selection of meeting sponsors and locations reflects:

The need to meet outside the United States, and preferably
outside North America, annually.

The need to vary the geographic location of meetings so as
to encourage widest participation.

The attempt to arrange meetings respecting the order in
which sponsors have volunteered.

2.3 Meeting Costs

Based on recent meetings, the cost for hosting a meeting
ranges from a low $1,500 to a high of $10,000, with the higher
cost including an (optional) reception or other entertainment. A
significant portion of the cost is providing network access
during the meeting. Recognizing that these costs could be
prohibitive, we recommend that one or more sponsors join to share
the meeting cost. An example of this is the Santa Cruz meeting in
October 2002, when Dinkumware and Perennial shared the costs. The
rules of ISO, as well as some national bodies, do not permit the
imposition of a mandatory facilities charge upon attendees.
Naturally, the hotel can impose guest-room rates upon each guest,
and reasonable charges can be made for meals, but neither can be
made mandatory for day-attendees.

2.4 Meeting Invitation Letter

The usual process for WG 14 meetings begins with a formal
invitation from the sponsoring national member body. Using the
example of INCITS PL22.11 corporate members, the sponsoring
company sends an invitation letter to the INCITS PL22.11
International Representative, the invitation is then forwarded to
the ITI Secretariat. If the invitation letter demonstrates that
adequate support is provided for the meeting, then the invitation
letter is forwarded to ANSI for issuance to the SC 22 Secretariat
and the WG 14 convener. Adequate support includes indication of
how clerical, copying, and refreshment needs will be met, in
addition to the information provided in the meeting information
package. Any concerns or questions should be directed to the
INCITS PL22.11 International Representative or the WG 14 Convener.
Given the possibility of many delays, it is advisable to send
copies of the invitation letter and its attachments to the SC 22
Secretariat and the WG 14 convener. If meeting sponsors need
assistance, the PL22.11 International Representative and the WG 14
Convener should be consulted.

2.5 Meeting Information Distribution

Meeting sponsors must distribute the meeting information
package such that it is a available for discussion at the meeting
prior to the one they are sponsoring, Monday morning agenda time
is made available for this topic. For example, the package
describing the April 2002 meeting must be available at the
October 2001 meeting and be included in the post-October meeting
documents.

The meeting information package should accompany the national
member body meeting invitation letter. The invitation letter must
be sent approximately 6 months in advance of the sponsored
meeting. This allows the letter to progress through the national
member body standards organization, where it is eventually sent
to the WG 14 Convener in time to announce the meeting 3 to 4
months in advance as required by ISO/IEC JTC 1 guidelines.

2.6 Meeting Support Requirements

2.6.1 Meeting Information Package

Meeting sponsors must prepare a meeting information package
which:

identifies the nearest major airport and its distance to
the meeting facility, train stations and other major
transportation hubs should also be identified

identifies the lodging facility or facilities and their
distance to the meeting facility

identifies available ground transportation for getting from
the airport to the lodging and meeting facility; this could
include comments on price and relative convenience of train,
taxi, subway, and bus transport.

provides the address, telephone numbers, facsimile numbers,
e-mail address and web site URL for use in locating the hotel
and meeting locations and to make reservations as
necessary.

Information on local attractions is optional but
appreciated.

If the sponsor desires, it is acceptable to host the meeting
in corporate, academic or standards institution facilities rather
than a hotel. Transportation arrangements for the day and evening
meetings would be required. Using non-hotel facilities has the
advantage that sponsors need not be locked into binding
arrangements with hotels and attendees may feel free to stay in
the hotel of their choice. On the other hand, having the entire
committee at the same location fosters off-hours communication.
However, if using a corporate location, the sponsor must be sure
that security arrangements will be acceptable to all the
attendees. The following arrangements have usually been
acceptable: signing-in, signing-out, wearing a guest
badge, even wearing an escort required badge. Examples of
unacceptable arrangements would include non-disclosure
agreements, national-security requirements, country-of-origin
requirements, and so on.

2.6.2 Lodging Arrangements

Attendees of North American meetings like to pay less than
$130 per room per night. Recent experience seemed to indicate a
threshold around $150.

2.6.3 Plenary Meeting Room

WG 14 and PL22.11 meet Monday through Friday in joint session.
Sometimes the daily schedule is 0930-1700, sometimes it is
0900-1700. The Monday session starts 30 minutes later. Most of
the members bring portable computers, so outlets for each
attendee are necessary. Attendance has been 20-25 people. The
usual meeting setup has been the "hollow square" with all
participants around the edges. It is considered mandatory to
provide each participant with at least four square feet (one-half
square meter?) of table space for laptop computers, notes, and
documents.

2.6.4 Break-out Rooms

Subcommittees meet in parallel sessions Tuesday through
Thursday. One room for subcommittees should be available.

2.6.5 Computer Support

Internet access and a local area network, available in the
main meeting room is a requirement. An SMPT server, DNS sever,
Wireless network name and pass phrase and any pertinent
networking parameters should be known before the start of the
meeting. Internet connectivity allows access to external ISO web
sites, allows immediate distribution of working documents, and
has eliminated the need for printing and photocopying.

Access to a printer and/or a copier service at the meeting
location is not required (the use of networking has made this an
obsolete requirement). If these facilities are provided, they are
normally paid for by the host, and cannot be imposed as a fee
upon attendees.

2.6.6 Teleconference Support

WG 14 makes tele-conferencing/web-conferencing available to
all that can not attend the meeting in person. Therefore, a
speaker telephone with external microphones is required.

2.6.7 Document Projection Support

An overhead document projection system is desirable, but not
required.

2.6.8 Refreshment Services

Lunch service is not necessary, but advice on where to eat is
welcome. Morning coffee, tea, and pastries (bagels, danish,
muffins, etc) are expected to be provided one-half hour prior to
morning start time. (If most attendees are staying in the meeting
hotel, and if the hotel provides the coffee-and-pastry service to
all the guests, then the host need not provide redundant service
in the meeting room.) Refreshment breaks at 1030 and 1500 are
fairly standard and appreciated: coffee and tea at the morning
break; coffee, tea, juices, cookies, and so on at the afternoon
break.

2.6.9 Evening Reception or Entertainment

Some meeting sponsors host an evening reception. This is
purely optional. To contain costs, other companies might be
involved in the planning and funding of a reception. Many members
travel with families, especially for the outside of their country
meetings, so please indicate if families are welcome at the
reception.